CHIC TUTORIAL:

TCOM - CANS-F Reporting Google Groups Management for Agency Leads

Michaela Voit, Chapin Hall at the University of Chicago

June 04, 18

This tutorial provides a brief walk-through of how to manage your CHIC Google Groups for CANS-F Report data collection and report distribution.

The Google Groups structure allows you to manage your CANS-F Report email lists within your organization/agency within the WA Children’s Administration System.

As an agency leader, you will use this group to update and review email lists for your organization within the WA Children’s Administration system. You will be tasked with updating these lists so that practitioners can upload their CANS-F Report data and receive feedback on their CANS-F data.

This group management strategy is based in G Suite Basic.

1) Confirm Your Account

  • Check your inbox for an email invitation from CHIC for your Agency Lead account with @chicatchapin.org
  • Click the link provided to validate your account
  • Set your preferred password

2) Confirm Your Work Email Forwarding

  • Go to GMAIL > Settings
  • Click the tab Forwarding and POP/IMAP
  • Click Add a forwarding address
  • Enter your work email
  • You will be sent a validation code: copy/paste it into the box provided in your account
  • Enable forwarding by selecting the Forward a copy option

 
 

THIS STEP ALLOWS YOU TO RECEIVE CHIC REPORTS DIRECT TO YOUR INBOX

3) Create a Participant Email List for your Agency

  • Navigate to the Groups app. This can be found on the landing page after you set your password, or in the upper right corner dropdown menu with the tiles. This menu appears on most Google pages, as long as you are signed in correctly.
  • Click the red Create Group button in the upper left to make your email list group.
  • Give this group your agency name
  • Use your agency name, with no spaces, for the group’s email address within chicatchapin.org.
  • In the configuration settings lower down on the page, keep “Email list” group type.
  • In the configuration settings, set all permissions to allow only managers and owners each permission.
  • In the basic permissions, set join the group to allow only invited users to join
  • Click CREATE!

 
 

4) Allow External Users

  • Go to the Manage view of the group you created
  • Go to Permissions > Basic Permissions
  • Make sure the box Allow new users not in chicatchapin.org is checked!  
     

5) Add Your Participants Work Emails to the List

  • In the left navigation panel, click Direct Add Members.
  • Add each email address to the text box, separating each email with a comma.
  • Write a welcome message to tell your supervisees and/or participants that they have been added to the CANS-F Reporting email list management system.
  • Click the blue Add button to send!

 
 

6) How to Delete Emails From the List

If for any reason you need to delete participants from your agency email list, follow the instructions below.

  • Click the All Members option in the left navigation panel
  • Select any addresses that need to be removed
  • Click the dropdown Actions > Remove option to remove them

 
 

Congratulations!!! You have completed the CANS-F Interface Agency Lead tutorial.

Follow the step below if you ever need to transfer Agency Leadership to another individual.

7) How to Replace Agency Leads

  1. Check in with the State Lead who organizes this CHIC Google Groups Management system about this transition
  2. Ask for the Agency Lead account password to be reset and sent to the new Agency Lead’s work address
  3. The New Agency Lead must log in and change the forwarding address in Gmail > Settings > Forwarding and POP/IMAP using the steps in part two of this document – see the gif below for details on how to replace the address

Since this account remains the owner of the agency’s email list, no further action is necessary!

 
 

If you are having issues, please email your questions to the CHICatChapin Helpdesk.